Download Connections Online Version 4 User Manual

Connections Online® Version 4 User Manual
TABLE OF CONTENTS
ACCESSING CONNECTIONS ONLINE FROM A CLIENT COMPUTER .......................................................3
At The Sign In Screen...........................................................................................................................................4
CONNECTIONS ONLINE BASICS .........................................................................................................................5
Sign In ..................................................................................................................................................................5
Navigation............................................................................................................................................................5
Default General Screen Layouts ..........................................................................................................................9
Related Links......................................................................................................................................................11
Sharing files for Related Links with Web Sharing on Windows Server 2003.....................................................11
Adding, Editing, or Deleting Data .....................................................................................................................19
Search Feature...................................................................................................................................................20
Printing a Connections Tab ...............................................................................................................................20
ORGANIZATION/DEPARTMENT CONNECTION ...........................................................................................25
Emotional Goal/BHAG ......................................................................................................................................25
Focus..................................................................................................................................................................26
Core Values........................................................................................................................................................27
Critical Measures/Scorecard .............................................................................................................................28
Critical Measures/Scorecard, Formatting .........................................................................................................29
User Defined Numeric Format Examples ..........................................................................................................30
Critical Measures/Scorecard, Entering Metric Data.........................................................................................31
PROJECTS ................................................................................................................................................................33
Adding Project Detail ........................................................................................................................................35
Project Tasks......................................................................................................................................................36
Project Scope .....................................................................................................................................................38
Project Evaluation Criteria................................................................................................................................38
Optional .............................................................................................................................................................39
PEOPLE CONNECTION.........................................................................................................................................40
Basic Role ..........................................................................................................................................................40
Overall Accountabilities Module .......................................................................................................................43
Supervisory Scope Module.................................................................................................................................44
Project Tasks, Follow-up Tasks and Personal Tasks.........................................................................................44
Authority Matrix Document ...............................................................................................................................45
DIALOGS...................................................................................................................................................................46
Introduction........................................................................................................................................................46
Preparation/Execution .......................................................................................................................................47
MY CONNECTION ..................................................................................................................................................49
SETTING SECURITY FOR USERS.......................................................................................................................51
Re-Setting User Password..................................................................................................................................51
CONNECTIONS TERMINOLOGY .......................................................................................................................53
Organization/Department Connection Terminology..........................................................................................53
Project Terminology ..........................................................................................................................................53
People Connection Terminology........................................................................................................................54
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APPENDIX A.............................................................................................................................................................55
Business Project Team Authority Matrix ...........................................................................................................55
APPENDIX B.............................................................................................................................................................58
Authority Matrixâ Guidelines ...........................................................................................................................59
Sample Level Authorities....................................................................................................................................65
Job Specific Authorities Questionnaire..............................................................................................................76
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Accessing Connections Online From a Client Computer
The Connections Online application will be run from the client’s (computer’s) web browser.
You can use IE 7.#, or Mozilla Firefox 2.#.
Your Connections Online Sign In:
URL:
User name: Your company email address
Password: [assigned by Cardwell or your company]
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At The Sign In Screen
(Ask the Connections Online Coordinator for your Sign In information)
§
§
§
§
§
User Name: your company email address
Password: [assigned by Cardwell or your company] - Change at People page, click
pencil icon next to your name to open edit screen – find the password field and type in
the password (repeat in next field) you want to use.
Click Sign In
Remember me on this computer: if you check this option, after login, and set the URL as
http://my.connectionsonline.net , you will always be logged in automatically (unless you
sign out)
Forget Your Password: if you have forgotten your password, if you click this link, you
will fill in your email address and a new password will automatically be sent you to.
YOU HAVE ONE HOUR TO CHANGE YOUR PASSWORD TO SOMETHING OF
YOUR CHOOSING AND SET THE NEW PASSWORD AT YOUR PEOPLE
CONNECTION TAB. Use the pencil to the right of your name at the top of the page,
reset your password and save. Next time you login, you can use your own password.
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Connections Online Basics
If you are new to Connections Online, see the explanations below for Sign In, Navigation, and
General Screen Layouts, as well as Adding, Editing and Deleting data.
Sign In
The Connections Online application will be run from the client's web browser. To access the
application, open Internet Explorer 7.# or greater (or other specified browsers) and type in the
Connections Online address.
Type the User Name (your company email address). Type the password assigned to the User.
Click Sign In.
Navigation
In order to navigate through Connections Online, click on one of the five tabs at the top of the
application.
·
Organization Connection Tab: this page can be customized to show information that
provides a clear focus for the enterprise’s strategy.
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·
·
Department Connection Tab: this page can be customized to show information that
provides a clear focus for the Department’s strategy.
Project Connection Tab: this page provides for effectively leading cross-discipline
teams to complete Organizational and Department projects.
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People Connection Tab: this page provides a clear focus for the resources controlled by an
individual. It aligns individual results to organizational and departmental outcomes. It is
used as an important guide for prioritizing the allocation of resources, recognizing
performance, coaching, and for updating targeted outcomes throughout the year.
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·
·
My Connection Tab: this page can be customized to include specific data modules from
Organization, Department, Project, and People Connections to show just the information
(data modules) a User wants to see.
Site Administration: this page will only be available if an individual has administrator
security. It allows the Administrator for the Connections Online application to set up the
database. This includes the organizations and departments, employee information for
Users in each organization, as well as other select organization information.
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Default General Screen Layouts
All the tab pages have the same general default layout.
·
Main Column: There is a Main Column down the center of the page. In the Main
Column, every Tab except the My Connection Tab has a metric/scorecard module plus
modules reflecting other information relevant to the specific Tab.
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·
Sidebar: The Sidebar column is down the right-hand side of the page. Within this
sidebar column, each page will have several of the same default modules. These modules
include:
o
o
o
o
Upcoming Events (showing due dates from items on the page)
Dialogs (meeting agendas and minutes)
Related Links (organizing and linking content for the page)
Comments (users with the correct security access are able to make Comments,
which are read by others, and may be responded to by others. The Comments are
date stamped and show the comment author’s ID)
Reports (simple reports for each tab can be printed using the print icon in IE7 or File/print in
FireFox. Dialog reports are printed from the open Dialog edit window. Using the print
function, select “landscape” before printing Tab reports. Other reports will be added as
needed.)
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Related Links: allows the User to organize information associated with the data within
Connections by setting links and link descriptions for additional informational views from an
address anywhere on the networked system or web. The User will find Related Link
functionality throughout the application to easily organize information on the network.
Sharing files for Related Links with Web Sharing on Windows Server 2003
In Connections Online, we have a feature called Related Links where we allow you to link to
files that that are related to the information stored in our application. These links can be to files
out on the Internet or to files shared on your local network.
In the past, these related links were mostly used for files shared on local networks. They would
link to files with locations that looked like M:\Shared\file.doc or \\servername\share\file.doc.
These links made it easy for users to point to files that were already shared on their internal
networks even when those files were not normally opened from Web browsers.
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In the last few years, however, the Web browsers have realized that allowing links to local
network files is a security risk, and they have gradually removed the ability to use those types of
links in favor of using Web-safe links only. Some examples of Web-safe links are
http://servername/share/file.doc, https://servername/share/file.doc, and
ftp://servername/share/file.doc. Even if your current browser still allows the old links, it is a
good idea to go ahead and update all of your links to use the newer, safer format.
For internal file servers that are running Windows Server 2003 and sharing files with the
\\servername\share or mapped network drive format, this is an easy update and does not require
that the files are moved or that the current network shares are removed. I'm going to use
Windows Server 2003 in this article, but the steps are very similar in Windows Server 2000,
Windows Server 2008, and even in Windows XP Professional.
First off, make sure that Internet Information Services (IIS) is installed on the server. It is a
Windows Component that is included with Windows Server 2003 but may not have been
installed. If it is not installed, you can install it by going to Control Panel, Add or Remove
Programs, Add/Remove Windows Components. In the Components list, select Application
Server, then select Internet Information Services (IIS), and finally World Wide Web Service.
Press OK to close all of the option windows and continue with the installation. You may need to
have your original Windows Server 2003 installation media to complete the installation.
Once it is installed and running, you should be able to get to a welcome page by going to
http://servername in a Web browser. If it isn't working, check Microsoft's site for more help.
Now, you're ready to share your files with web folders. In Windows Explorer, browse to the
location where your files are located.
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Right-click on the folder you wish to share and click Properties or Sharing and Security... from
the menu. Both options open up the properties window.
In the properties window, select the Web Sharing tab, and click on the Share this folder option.
On this window, you could also choose to share your files in a location other that the Default
Web Site on your server, but to keep it simple, I'm just going to use the default option.
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Choose an alias for the folder to be used on the Web share. You can just use the default alias
which matches the directory name on the server, but if the directory name has spaces or other
non-alpha-numeric characters in it (or if it is a long name) you may want to use a shorter alias.
Later on, this alias will be part of the file location: http://servername/alias/file.doc.
In the Access permissions section, only the Read option is required for the Related Links to
work, but the Directory browsing option makes using the shared folder a bit easier, and the Write
option allows the files to be updated through WebDAV connections to the folder. I'm going to
use the directory browsing option later in this example, so if you're following along, you may
want to do the same.
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When you close the Alias window, the new alias will show up in the Properties window. Press
OK a couple of times and close all of the open dialog windows.
Now, you can check your IIS settings to see that the new web folder is being shared. Open the
Internet Information Services (IIS) Manager in Administrative Tools. Administrative Tools may
not show up on your Start Menu in the same spot it does for me, but it should be in there
somewhere.
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In the IIS Manager, expand the tree on the left side so you can see the Web Sites on your server.
Under the Default Web Site, you should see a folder or cog icon that matches the alias you set for
the shared folder. Select that alias and the shared files and sub-folders should show up in the
right side of the window.
If everything is showing up in IIS Manager, it's time to try to open the links in Internet Explorer.
Open Internet Explorer and type in the link http://servername/alias where servername is the
machine name (mine was COL3) and alias is your web folder name (mine was article). Since we
enabled directory browsing, this link opens up a directory view of the files available.
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Right-click on one of the file links and choose Properties. This will show you the new Web
address (URL) for the file. In my example, the link is http://col3/article/btaxonomy.pdf. You
now have the new link that you can use in Connections Online.
That's it! Once you begin using these new links, they should become more and more familiar and
easy to use, your Connections Online site will be more secure, and you will no longer have to
worry about supporting the older link formats or older, less secure Web browsers.
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Navigating to other pages within the same tab hierarchy, or to other tabs:
Users will be able to change the page view within the same category. For example, to see the
Organization Connection page for a different Organization, the User would use the cursor to roll
over the tab name and the function “View Another” will be at the top of the list. The User will
also see the most recent pages for that tab that the User has previously navigated to. The User
will select “View Another” if the page is not listed, and select from the dropdown list (see
picture below). Otherwise, use the cursor to click/select the page that is already on the list and
the current page will refresh to the page selected. The User can also navigate to other tabs
(Organization, Department, Project, People), and pages within those tabs, by following the same
procedures as described above.
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Adding, Editing, or Deleting Data
Each data module (Main Column or Sidebar) for each page uses the following edit symbols,
which the User (with proper security) will use to add, edit, or delete data.
Colored Text Link: These links can open an item to edit, or navigate to an item in a
different tab. The User can use the cursor to hover over the data item – it will “turn blue” to
show that it is a hyperlink. If the User clicks on the link, the item will open in a new tab for
more detail. Or it will open the item’s edit screen – whichever is appropriate.
Pencil Symbol: Click this symbol to EDIT the element next to it.
The Add Symbol: Click this symbol to ADD new data. The User can move the cursor
over this symbol and left click to open a data input screen for that particular data module.
The Delete Symbol: Click this symbol to DELETE an item. Click on the box next to
the element to delete, then click the delete symbol and the item will delete.
Arrows: Users can adjust the order of the information by using the arrows to
move the item up or down, in or out. Simply select an item by clicking the check box next to
the item, and then click an arrow to move the item up or down, in or out.
Green Check Mark: Some data must be saved using the green check mark. If you
see the green check mark, click it to save your data (i.e. trend data for critical measures). Use
the X symbol to delete your entry.
Expanding and minimizing modules is done by clicking the minimize symbol to the left of
the X at the end of the top title bar of every module. The X is used to remove that module
from the User’s view of that specific page. If you remove the module from the page, you can
restore it by clicking ‘Edit Layout’ at the bottom of the page. Then click the button on the top
left of the page that says Reset Layout and your module will appear on the page.
Setting Login Page: A User can set a preferred login page (e. g., the User logs in and every
time the application will open to the User’s People Connection Tab). To set a preferred page,
the User can locate and click on his/her login name “Logged in as your login name” at the
top right of the page. The User Account edit window will open; set the preferred login page,
then save.
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Archive: A User can view archived metrics or projects by clicking the archive symbol on
the title bar for metrics or projects module.
Search Feature
A search field is at the top right of the page that can search names of organizations, departments,
metrics, projects, and people (but not tasks). Simply type in the phrase or word you want to
search on and the list of items you have security to view will be on the list.
Printing a Connections Tab
A Connection Tab page can be quickly printed by using the print function on the browser. The
User can select the view to be printed by selecting the page, opening or closing modules that the
User wants represented on the printed page report, checking boxes next to line items to see more
detail of a line item, etc.
Printing Reports: The User can print the specific Tab view report by clicking on the link in the
Reports module on the Organization, Department, Project or People Tabs. The navigation to
other like views will be either at the top of the report or on the left side navigation tree.
A User can set the print mode so that the specific colors on the Scorecard and Projects print as
seen on the web page. By using the browser toolbar, the User can go to
Tools/Options/Advanced, scroll down to Printing, and check “print background colors and
images”.
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In the Main Column of Tabs, the User will find default data "modules" reflecting the key
imperatives for successfully running the business as it relates to the Organization, Department,
Projects, and People. The data viewed for each Tab is listed below.
Organization Connection and Department Connection: the User can view Emotional Goal
and Values, and (with proper security also be able to add/edit/delete) view the data for Focus,
Critical Measures, and Projects associated with this tab.
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Project Connection: the User can view (and with proper security, also be able to
add/edit/delete) data regarding the Project's Scope, Evaluation Criteria, Metrics, Team Members,
Tasks (and associated deliverable Tasks).
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People Connection: the User can view (and with proper security add/edit/delete) data for the
Basic Role and Basic Role Tasks, Individual Metrics, Project Tasks, Dialog Follow-up Tasks,
Accountability, Supervisory Scope, current project Individual Tasks, Dialogs, Dialog Tasks, and
Personal Tasks.
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My Connection: based on User needs, the User can view any data module that can be seen in
any of the Connection Tabs.
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Organization/Department Connection
The Organization/Department Connection provides a clear focus for the organization's /
department’s strategy. This has five key imperatives. They are Emotional Goal, Core Values,
Focus, Critical Measures/Scorecard, and Projects.
Emotional Goal/BHAG
This information is added at the Organization and Department Tabs. This is a short, measurable
"emotional" statement (or Big Hairy Audacious Goal) that creates a common perspective
throughout the organization about "what we are trying to do as a business." To edit this, click
the pencil next to the name of the Organization or Department – and edit the Emotional Goal.
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Focus
This is a summary outline of the business purpose and strategy. This is a “site” that can be used
to create “stickiness” around an organization’s/department’s focus. Information can be posted
that employees want to view daily or weekly. To create a special "look" of the focus data, the
User may use the WYSIWYG edit text box to make font changes in color or typeface, as well as
to create functional links. Users can also view in html to make additional interface looks.
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Core Values
This information is added at the Core Values module found on the right sidebar. This is a team
consensus on "how the business will be run." These are the behaviors that the organization will
"live" by and "be fired" by. Use the pencil edit symbol to open, edit and save the changes.
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Critical Measures/Scorecard
This is a balanced list of the "critical few" performance measure targets that need to be achieved
for short-term and long-term success. The Critical Measures/Scorecard View can show the
hierarchy of metrics – starting by naming the Categories (for example Employees, Customers,
Operations, Innovation, Community, etc.) and the Metric associated with the category names (the
actual Critical Measure that the organization wants to track). The Edit View of the Critical
Measure shows the color scorecard and shows the "Owners" of the Metric (which is also
reflected in the Basic Role of the People Connection). The Edit View also lists the Trend Data
(if appropriate) so that Users can see progress-to-expectation over time; this view also shows the
color coded trend line showing progress to plan. Comments specific to a Metric can be noted in
the Comment box. Related Links for documents or websites can also be added to support
reporting and understanding of the Metric. Use the add symbol on the main page view to create
a new Metric, use the arrows to move the Metric up/down/in/out on the list. To edit after the
category /metric has been created, click the Metric link and the edit screen will open.
Rolling over the “current” metric reveals a pop-up trend “picture.”
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Critical Measures/Scorecard, Formatting
For the Format field, there are commonly used format strings found in the menu when the drop
down arrow is clicked. If the desired format formula is not on the list, a User can delete the data
currently appearing in the Format field and input a custom formula (review the table on the next
page). A custom format formula will be available for that specific Metric only.
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User Defined Numeric Format Examples
Some sample format expressions for numbers are shown below. (These examples all assume
that a system’s local setting is English-U.S.) The first column contains the format strings. The
other columns contain the output that results if the formatted data has the value given in the
column headings (minimum, meets, exceeds and trend data). A User can choose the format
string that will represent the format for the metric to show (type it into the format field on the
metric edit page if it is not available by default).
Format ( if typing the
following format string,
the columns to the right
will show the results)
If 5 typed:
(positive # in
minimum, meets,
exceeds fields)
If -5 typed:
(negative # in
minimum, meets,
exceeds fields)
If .5 typed:
(Decimal # in
minimum, meets,
exceeds fields)
Zero-length string
0
0.00
#,##0
#,##0.00;;;Nil
$#,##0; ($#,##0)
$#,##0.00; ($#,##0.00)
0%
0.00%
0.00E+00
0.00E-00
5
5
5.00
5
5.00
$5
$5.00
500%
500.00%
5.00E+00
5.00E00
-5
-5
-5.00
-5
-5.00
($5)
($5.00)
-500%
-500.00%
-5.00E+00
-5.00E00
0.5
1
0.50
1
0.50
$1
$0.50
50%
50.00%
5.00E-01
5.00E-01
If
typed:
(Null)
Nil
Examples of Common bank Measures and Formats:
Common Credit Union
Measures
ROA
Percentages
Dollars
Formatting
Examples
#.####%
#.####%
$#,###
Numeric Data to
be Displayed
How Number Displays on
Org/Dept Tab
.0097
.85
4500
.97%
85%
$4,500
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Critical Measures/Scorecard, Entering Metric Data
To enter data, click the Add symbol and type in the name and description of the metric.
Click Save.
The next edit screen opens and a User can input additional detail about the Metric:
· Thresholds: [lets the User input 3 levels of colors for easy view of Scorecard] (Enter
threshold number/metric, and select the colors to indicate the different thresholds.)
· Format: See previous section
·
Trend Values: [The trend values create the trend “picture view” of the on-going
performance of the threshold information.] (Click the Add symbol and type in the value
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and the date of the value. Make sure to click the “green checkmark symbol” in the trend
value edit screen to save the value.)
·
·
·
·
Data Source: this will allow the User to select data sources to auto-populate the trend data
information – it is disabled at this time.
Owners: add the individual(s) who are accountable for updating the metric.
Comments: the Owners will provide the comments related to the metric (saves date and
time of comment).
Related Links: Owners can add related links specific to this metric – this can be from the
User’s network or web.
When the User is done inputting the detail, select Save at the bottom of the screen and the data
will save and the edit window will close.
After the User creates a new Metric (saves the name of the metric and adds detail in the second
edit screen) the User can then create another metric from this screen by selecting “Save and
Create Another Metric.” The User can then create another metric, save, add data detail, and
select “create another” and so on until all of the metrics have been input.
Once the Metrics have been entered and saved, the User will see the list of Metrics on the
Metrics module. To move the Metrics up/down/in/out, the User must select the metric by
checking the box to the left of the metric name, and using the arrow symbols to move the metric
to the desired position.
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Projects
Projects can be found on the Organization and Department Tabs. Projects are an agreed-upon,
priority listing of the projects/goals that merit organizational resource allocation, and crossdiscipline attention. Each is a brief statement that explains the purpose of the team, answering
the questions: What will this project team do that no one else in the organization is doing? What
organizational goal does this team support? What resources are required? What is the scope of
work involved?
There are five categories of Projects: Current (the "critical few" priorities that require immediate
resources and focus), Queued (the priorities that are "on hold" until resources are freed up from
completed Current Projects), Queued Long-Term, Completed (the priorities that have been
completed and there is a "record" for celebration), and Dropped (the priorities that the team has
agreed to drop due to adjustment to strategy, lack of resources, etc.) On a monthly basis, the
team re-prioritizes projects and resources and adjusts the Project module "just-in-time."
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Project General Information: This Project tab lets Users select a Project to be able to view:
sponsor/customer, project health through scorecarding, the project’s status (current, queued,
queued long-term, completed or dropped), project phase, its priority ranking, the project
scorecard, start date, near date, end date (the date the project will actually be completed). There
is also a comment field to keep everyone abreast of progress, if appropriate.
In the Organization or Department tab, select the Add symbol to open the Project window.
Input the data that will provide Users with information about the project:
· Project Name
· Project Color (tells the other viewers about the “health” of the project)
· Status (how resources are being used in relation to the project status i.e. current –
currently being worked on, queued – waiting for resources to work on it, long-term
queued, completed, etc.)
· Phase (project phases i.e. business case, design, construction, testing, production, etc.)
· Dates – Projected and Actual
· Click “Create” to save the information.
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Adding Project Detail
Once the Project has been added, the Project will open. If a User wishes to open the Project
from the Organization or Department Connection Tab, click the Project link on the Project
module and it will automatically open in the Project Tab.
To edit the Project Status detail (or any other detail) at the top of the page, a User can click the
edit pencil symbol next to the name of the project to open the edit window.
Add or Edit the Project Metrics. Procedures are the same as for the Organization/Department
Metrics.
Add or Edit Project Team Members by clicking the Add symbol in the Team Member section.
On the left of the edit window, a User can select and add the people who will be on the team
(click the box next to the name, then click the Add button). On the right, select their project
roles from the drop down menu and, if desired, input their projected time to be spent on the task.
[As the individuals work on the task, they can enter total time spent on the task.] When you are
finished using this window, click the Save button. Make sure to select a Team Member role
because roles are linked to project security.
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Project Tasks
Project members can add Tasks, set them as "milestones," and color code the health of the task.
The "Tasks" will be tangible results, stated in past tense. For example, if getting 10 people to
participate in a focus group was a step in achieving the goal of the project, calling 10 people is
an activity, 10 people participated in the Chicago focus group is a Task. When viewing the Task
module, members can change its Priority (e.g., low, normal, high), add People Responsible
(which will automatically link and show up on their respective People Connections) and write
Comments about this task.
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Add Task by clicking the Add symbol. Add task Name, task Description, Projected and Actual
dates. (Please note, once a User adds the Actual end date, the Task will appear faded with a
green check mark at the end of the task, to show it as completed on the Project Tab.)
Save the Task by clicking the Save button. A new window opens to enter additional Task detail:
Color for health of project, Person(s) Responsible, Comments, and/or Related Links. When
finished, click the “Save” button.
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Project Scope: this module shows the intended scope of this Project – what is included and
what isn't included. In the Project Goal, there is a brief statement that explains the purpose of the
Project. The Scope will spell out what the Project’s end product will be, for example research
report of what, benchmark metrics in what form and of what, study in what form and of what,
presentation analyzing what, development of a plan for what, make recommendations on what,
make a decision regarding what, implement what, run what… Examples of Scope might include
such things as: develop a plan, develop/administer/analyze survey results, make
recommendations, develop new business process schematic, develop and implement training
programs on new business process, train all employees on business process, etc.
Project Evaluation Criteria: this module is an explanation of how this Project will be
evaluated – when you will know it is done and how you will know if it is successful or not. It
answers the questions: What will happen as a result of the Project being accomplished? What
will improve? How will improvement be measured? What will be different?
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Optional
Project Authority: this document (see Appendix A for sample) will outline the authority of a
Project team. Most Users will not use this page. However, if it is to be used, the following
question will help determine whether to fill it out or not: What unique authority will these
Project team members have that other teams will not?
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People Connection
The People Connection provides a clear focus for the resources controlled by an individual. It
links individual results to organizational outcomes. Everyone understands how he/she
contributes to the success of the organization. It is used as an important guide for prioritizing the
allocation of resources, recognizing performance, coaching, and for updating targeted outcomes
throughout the year.
Basic Role
Organizational and departmental scorecards drill down to the Individual's Basic Role as well as
the individual scorecard. This clearly links individual focus with desired organization outcomes.
It contains clear, agreed upon personal performance goals and appropriate indicators. The Basic
Role is made up of 4-7 Key Result Areas, many of which will align back to the Organization's
Critical Measures/Scorecard.
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The specific indicators for each Basic Role Area (Key Result Area) will be either quantitative or
qualitative. The Scorecard module can provide specific detail for qualitative information. A
User can add Basic Role Key Result Areas [KRA] and KRA Indicators [KRIs]. There is a
comment box for each Performance Indicator (Key Result Area Indicator) where a User can note
variances to the Indicators. These Key Result Areas should equal 100% of the "work to be done"
by the User.
Users can also post and track Tasks associated with each Basic Role KRA.
Basic Role Detail:
Click the Add symbol which will open the first edit window. Enter a Basic Role Area (KRA),
including the percentage of time a User will spend in that area. Users can also add a description
of the KRA.
Click the Save button to save the information, which will open the Basic Role detail edit
window. Click the Add symbol to add the Performance Indicators (KRIs), then click the Save
button. You can click Save again to save or to add additional Performance Indicators, click the
Save and Create Another button. When all have been added, click Save.
After the Performance Indicators have been input for the Basic Role, they can be edited through
the Performance Indicator link. The Performance Indicator can also be selected to move up or
down using the arrows.
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Other information for each Basic Role can also be edited (Tasks, Comments, and Related Links).
Once a User has entered the Basic Role data, the User can click the Save and Create Another
button or click the “Save” button to close the window.
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Overall Accountabilities Module
This module reflects what the individual is accountable for – Why does this position exist?
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Supervisory Scope Module
This module defines the Departments (or major functional areas) under a User’s supervisory
control.
Project Tasks, Follow-up Tasks and Personal Tasks
The Project Task module shows an individual's agreed-upon accountability for Project Tasks
related to an Organization or Department Project(s), for which the individual is a team member
and has task accountability. These tasks can be edited/modified from this module.
Follow-Up Tasks come from any Dialog across the enterprise that the User has accountability
for.
Personal Tasks are set at the People Connection level and provide a User with the ability to
edit/update task information from the People Tab task modules.
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Authority Matrix Document
The Authority Matrix is posted as a Related Link on the People Tab’s Related Link module.
This document reflects the organizational levels' (e.g., Board, CEO, Executives, Senior VPs,
Directors, Managers, etc.) authorities for each agreed-upon business category (e.g., hire, fire,
budget, planning, etc.). It also reflects the individual's Job-Specific Authorities, which are
specific to the role. For example, “the Senior VP of Finance has $1 Million signature authority
to change an investment.” See appendix B for a sample.
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Dialogs
Introduction
The Organization, Department, Project and People Tab Dialogs are critical to sustaining the
connectivity of everyone to the focus of the organization and each person's contribution to that
focus. The philosophical foundation of this methodology is providing focus, accountability, and
authority to perform. The Connections Online approach provides the methodology for executing
the Strategic Plan.
This means that for the process to be optimally effective, the boss needs to "coach" and
subordinates need to "take responsibility" for their roles in the organization. The organization
also needs to reinforce desired outcomes through intrinsic and extrinsic rewards. This coaches
the organization to bring these imperatives to life for all participants.
The key to the success of any organization is to be able to "turn on a dime." Other critical
building blocks of the Connections’ methodology to achieve this are communication, feedback,
and corresponding adjustments to the content of the framework. These adjustments are achieved
through on-going Organization, Department, Project and People Dialogs.
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Preparation/Execution
To prepare for an Organization, Department, Project, or People Dialog session, use the Dialog
modules found on the respective Tab’s Sidebar. Click the Add symbol to add the new Dialog
information. Click the “Save” button when finished. A new edit window will open in order to
add Dialog Tasks, Comments and Related Links. Dialog Task information is entered in the same
fashion as Project Tasks.
A Dialog Agenda is accessed by clicking the Dialog Date link in the Dialog module. During the
Dialog meeting, when a follow-up item has been committed to, it should be noted in the current
agenda. Dialogs for the Organization, Department, and Projects have the same dialog
functionality.
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Additionally, in the People Tab Dialog, the User will comment on each Basic Role/Key Result
Area, if appropriate, via the Dialog Agenda. (The comments will be specifically addressing the
Performance Indicators for a Basic Role/Key Result Area.) After you have entered the
comments, make sure you click the green checkmark to save. If you save the dialog without
clicking the green checkmark, your comments will not be saved.
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My Connection
This page can be customized using data modules from the Organization, Department, Project,
and People Connection Tabs to show just the information a User wants to view.
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A User can select the modules to appear on the My Connection Tab by clicking the Edit Layout
link at the bottom of the page. There are three steps to adding a module to the My Connection
Tab. First, choose a module (click plus sign, choose module from list). Click the middle arrow.
Then choose a subject of that module (click the plus sign to expand and chose from the list).
Then select the location where User wants that module to appear (main column or side bar).
Click Add Module and the page will refresh to show modules. When finished click Done. If
User wants the page to be blank to start over, simply click the Reset button on the upper left side.
A User can arrange the order of the modules by clicking the Edit Layout link at the bottom of the
Connection screen. Position the cursor over the title bar of the module to be moved and drag it
to the desired location. Then click the Done button (upper right).
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Setting Security for Users
Access to different parts of the application can be given to specific employees or groups of
employees. This access can be set at five levels:
1. Reader - This user or group has the ability to read the given area.
2. Create – This user or group can create items in a given area.
3. Update - This user or group has the ability to add and edit items in the given area.
4. Delete – This user or group can delete items in a given area.
5. Delegate - This user or group has the ability to grant/restrict access to the given area
by using the Security Settings window. Ability to add, edit and delete.
Note: Site Administrators have access to all areas of the application regardless of security
settings.
The security for each specific Tab, module, or module item will be identified through a lock
icon.
Re-Setting User Password
Navigate to the User’s People Tab. Select the pencil edit symbol at the top of the page next to
the User’s name. The User’s information opens in an edit screen. Re-type the password under
the User Name (re-type again.) Save. The next time the User logs in, he/she will use the new
password. If you cannot remember the password to login, contact your Connections Online
Administrator.
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Common Security for Users will be Delegate Authority for their own People Tab and specific
modules on that page.
Users will set the security at the top of the page next to their name. A typical default setting
would be that the User’s People Tab cannot be seen by other people in the organization. Users
can set the security on that page to allow boss (or others) to see their data. Users click the lock
icon, add their boss’ name, and check the security they want their boss to have. Then the User
needs to save the security setting just created. Users will do the same thing for Individual
Metrics, Follow-up Tasks and the Dialog Module.
Another typical setting will be for Users to be part of a Department Security Group. This
security group, added to the group’s Department Tab security, allows the members of that group
to read, create, update, delete, and/or delegate security for the Department.
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Connections Terminology
(The following are terms and definitions that are important to the Connections process and software.)
Organization/Department Connection Terminology
Organization and Department
Connection
This is a multi-page report that provides status on organizational and
department critical measures as well as the Projects and Business Strategy
Core Values
A consensus on “how the business will be run”
Emotional Goal/BHAG (Big Hairy
Audacious Goal)
A short “emotional” statement that creates a common perspective throughout
the organization about “what we’re trying to do as a business”
Business Strategy Focus
A summary of the organization’s strategies that link to the organization’s
purpose and Emotional Goal
Critical Measures
Key measurements that the organization, department, project, or individual
will use to trend and evaluate success
Projects
Projects that the organization and/or departments feel that needs to be
accomplished to push the organization forward to meet strategic objectives.
There may be project teams for each priority Project
Status: Current Projects
The Projects that the organization and/or departmental teams are working on
to complete
Status: Queued Projects
The Projects that the organization and/or department have “tabled” for the
moment
Status: Completed Projects
The Projects that the organization and/or department teams have completed
Status: Dropped Projects
The Projects that the organization or department will no longer be addressing
Project Terminology
Project Connection
This is a plan that includes the overall Project Details and the Project Tasks
that each project team member is accountable for completing
Project Details
This is the part of the Project Connection that communicates start and end
dates, Project, Scope, Evaluation Criteria, Members and Scorecard
Project Teams
The short-term “cross-discipline” teams that are responsible for Projects
Project Team Leader
(default terminology)
This is the individual responsible for leading a Project Team
Project Team Member
(default terminology)
This is an individual who participates in the Connections process
Sponsor (default terminology)
In developing the Project Connection, a sponsor is identified as the individual
who will frame-in the specific purpose/focus of the Project’s output. The
sponsor can be the actual internal or external customer, or may have overall
expertise in the Current Priority, but for business reasons is not “on the team.”
Project Team Authorities
These are the authorities given to the different stakeholders of the Project
Team (i.e., CEO, Natural Team Leader, Sponsor, Project Team Leader,
Project Team Member)
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People Connection Terminology
People Connection
This is a User’s Connection that will provide Basic Role, Current Project
Tasks, Overall Accountability, Supervisory Scope, Completed Tasks, and
level and job specific Authorities
Coach
The Coach is the person an individual will report to from his/her Natural
Team – this person will participate in the individual’s monthly Dialog
meetings
Dialogs
This is a communication process whereby a Dialog meeting is scheduled
monthly to review and update the Organization Connection, the Project
Connections, and the People Connection — this reinforces alignment and
communicates in a timely fashion the status of all organization, department
and people performance
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Appendix A
Business Project Team Authority Matrix
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Appendix B
Authority Matrix Guidelines
Sample Level Authorities
Job Specific Authorities Questionnaire
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Authority Matrixâ Guidelines
ABC Company
Index:
Page One
·
Strategic Planning
Page Two
·
Budget and Contract Authority
Page Three
·
Training and Development
Page Four
·
Human Resource Management
Page Five
·
Policies and Procedures
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Authority Matrixâ Guidelines
ABC Company
Strategic Planning
Board
CEO
Leadership Team
Middle Managers
Authority To:
Authority To:
Authority To:
Authority To:
·
·
·
·
·
·
·
·
Review the mission statement (the
purpose of the business) and ratify
updates
Review the critical factors that are
significant to future success
·
Review and ratify the Company’s longterm objectives
·
Review and ratify annual priorities
·
Review progress on long-term objectives
and annual priorities
·
·
Establish a methodology for maximizing
the appropriate involvement and input of
stakeholders in the planning process
Evaluate input and establish
recommended priorities (and assign to
the appropriate functional area)
Review and approve departmental plans,
priorities and Initiative Teams
Recommend updates to the vision,
mission statement, critical factors, longterm objectives and annual priorities
Review and communicate objectives and
priorities (and periodic progress updates)
to members, staff, Board and other
stakeholders
·
·
·
·
Establish strategic alliances/partnerships
·
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Develop, recommend and approve
divisional/departmental plans and
priorities as appropriate (including the
appropriate measurement methodology)
Make recommendations and provide
input on the Company’s vision, mission
statement, critical factors, long-term
objectives and annual priorities
Make assignments (and adjust priorities)
for the achievement of annual plans to
others within my functional area
Approve cross-functional team
participation (for people within my
Supervisory Scope)
·
·
·
·
Make recommendations and provide
input to the Leadership Team on the
Company’s annual priorities
Provide input into departmental plans
and priorities
Serve on cross-functional teams to
provide input (or for development)
Review and communicate objectives and
priorities (and periodic progress updates)
within my Supervisory Scope
Recommend strategic alliances and
partnerships to the Leadership Team
Review and communicate objectives and
priorities (and periodic progress updates)
within my Supervisory Scope
Recommend strategic alliances and
partnerships to the CEO
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ABC Company
Budget and Contract Authority
Board
CEO
Leadership Team
Middle Managers
Authority To:
Authority To:
Authority To:
Authority To:
·
·
·
·
·
·
Review and ratify the annual
budgets (including budget
assumptions)
Review budget variances
Ratify recommended changes over
the aggregate budget
·
·
·
·
·
·
Allocate (or reallocate) funds within
aggregate, approved budget
Establish annual budget process and timelines
Recommend budgets (and variances) to the
Board for approval
·
·
Review budget results and financial
performance
Delegate spending authority to the Leadership
team (or below) for budget-approved capital
and operating expenditures
Approve contingency expenditures (and
follow-up for Board ratifications)
·
·
Negotiate and approve contracts with vendors
Participate in the development of
detailed budget assumptions
Facilitate and recommend the
development of the operating plan and
budget for my area
·
Facilitate the implementation of the
operating plan and budget for my area
(up to the budget-approved amount, and
within individual signing authority
limitations and Company policy
guidelines)
·
Provide input to the development of
budget assumptions, operating plans and
budgets
Facilitate the implementation of the
operating plan and budget (up to the
budget-approved amount, and within
individual signing authority limitations
and Company policy guidelines)
Recommend budget variances to the
Leadership Team (for CEO approval)
Recommend budget variances to the
CEO for approval
(The negotiation and approval of
contracts with vendors will be an
“individual authority”)
Follow Up:
·
·
Determine individual signing authority limits for operating and capital expenditures
Develop merchandising guidelines and enforcement standards
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Authority Matrixâ Guidelines
ABC Company
Training and Development
Board
CEO
Leadership Team
Middle Managers
Authority To:
Authority To:
Authority To:
Authority To:
·
·
·
·
·
Determine personal attendance at
conferences and seminars (within Board
policy guidelines)
Review and approve overall training and
development budget (within budget
process)
·
·
·
Develop and recommend the Company’s
training and development budget
Determine personal training and
development activities (and ratify the
plans and activities of direct reports)
·
Develop succession plans for the overall
organization
·
Review and approve all out-of-state
conferences
·
Develop and recommend my
department’s training and development
budget to CEO
Recommend personal training and
development activities (and ratify the
plans and activities of direct reports)
·
Send employees to internal training
programs
Recommend outside training requests to
HR
Review and recommend all requests for
out-of-state conferences (for self and
direct reports)
Recommend the need for certain
programs for development
Leadership Council:
·
·
Assist in the development of succession plans
Prioritize the need for the development and implementation of new training programs
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ABC Company
Human Resource Management
Board
Authority To:
·
·
·
Hire, evaluate and compensate the
CEO
Ratify the decision to hire the Internal
Audit Manager
Approve the executive benefits
package
CEO
Leadership Team
Authority To:
·
Establish and modify the organizational
structure
·
·
·
·
·
·
·
·
·
Approve the salary administration system
(including discretionary bonuses)
Authority To:
Authority To:
·
·
·
Approve “Basic Roles” of staff
·
Recommend hiring, evaluation,
compensation and benefits of executive
direct reports
Review and approve overall additions to
“head count” (consistent with budget)
Approve all starting salaries over midpoint,
and all salary increases greater than 15%
·
Terminate any Company employee
Approve all promotions outside of a single
Division
·
Approve all management-level promotions
Sign-off on all contract employees and
temps
Middle Managers
·
Establish and modify the organizational
structure (within my Supervisory Scope)
Recommend/approve salary actions for
people within my department (in
conjunction with HR)
Approve hiring, firing, promotions,
transfers, replacements, status changes and
demotions of all people within my
department or division (in conjunction with
HR)
Recommend hiring, firing, promotions,
transfers, replacements, status changes and
demotions of all people within my
department (if cross-division, done in
conjunction with HR)
·
·
·
·
Recommend staffing levels
Recommend salary actions for people
within my department (in conjunction
with HR)
Recommend hiring, firing, promotions,
transfers, replacements, status changes
and demotions of all people within my
department (in conjunction with HR)
Recommend evaluations of direct
reports
Manage overtime (within budget)
Evaluate direct reports and review/approve
evaluations of others within the department
(in conjunction with HR)
Review, approve and reallocate
departmental staffing levels (within overall
budget)
Executive Committee (of the Board):
·
Recruit and recommend the CEO (and Internal Audit Manager) to the full Board for hire
·
Develop and approve the CEO (and Internal Audit Manager’s) evaluation
·
Recommend CEOs compensation to the Board
·
Review and approve the hiring, evaluation and compensation of the CEOs direct reports that are executives
·
Review and recommend executive benefits to the Board
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ABC Company
Policies and Procedures
Board
CEO
Leadership Team
Middle Managers
Authority To:
Authority To:
Authority To:
Authority To:
·
·
·
·
·
Approve policies (consistent with regulations)
Monitor the Company’s compliance with
policy and regulations
·
·
·
Ensure that the Company is in
compliance with all applicable laws
and regulations
Establish the philosophy for policy
development (example: tone of
customer service orientation, quality
initiative...)
·
Review and approve policies prior to
Board consideration
·
Work with legal counsel to assure the
legality of policy and procedure
compliance
·
·
·
Compliance Accountabilities:
Karen and Ted
Steve and Barb
Develop policies within area of
responsibility (to ensure compliance with
laws and regulations) -- for CEO review
and Board approval, as applicable
Ensure that there are standard operating
procedures within department/area that
are: written, communicated and
monitored/followed
Review and approve procedures to
implement the policies
Communicate all policies and procedures
within area(s) of my responsibility
·
·
·
Recommend and implement
policies/procedures in area of
responsibility
Communicate and update policies and
procedures to staff in area of
responsibility
Monitor staff compliance to policies
and procedures, and take corrective
action (as needed)
Provide input on cross-functional
policy development considerations
Work with legal counsel to assure the
legality of policy and procedure
compliance (coordinate with appropriate
Department Head)
Provide input on cross-functional policy
development considerations
Authority To:
HR-related, accounting, investment/financial and remote delivery
Deposit and loan products; and service delivery
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Sample Level Authorities
(Discussion Draft)
Human Resource Management
Authority
§
Hire
CEO
VP’s
Directors
Mid-Management
Authority to:
Authority to:
Authority to:
Authority to:
Hire for all positions, other than
those requiring Board approval
Hire director positions, within scope
of accountability
Hire all mid-management level
positions, within scope of
accountability
Hire all staff level positions,
within scope of accountability
§
Terminate
Terminate all positions including
vice presidents and all officers other
than those requiring Board approval
Terminate the employment of all
positions, within scope of
accountability, after the review of
human resources
Terminate the employment of all
positions, within scope of
accountability, after the review of
human resources
Terminate the employment of
all staff level positions, within
scope of accountability, after
the review of human resources
§
Promote
Promote, within guidelines, all
company personnel to all positions
including vice presidents and all
officers, other than those requiring
Board approval
Promote all departmental personnel,
within scope of accountability
Promote all positions, within scope
of accountability
Promote all staff level
positions, within scope of
accountability
Additional Head
Count
Authorize any and all additions to
payroll
Authorize additions to payroll within
approved budget
Rewards
Grant all rewards deemed
appropriate, other than those
requiring Board approval
Grant intrinsic and extrinsic rewards
within company policy and budget,
other than those requiring Board
approval, within scope of
accountability
Grant any and all mid-management
and staff rewards within company
policy and budget, within scope of
accountability
Grant all staff level rewards
within departmental
guidelines, within scope of
accountability
§
§
NOTES:
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Sample Level Authorities
(Discussion Draft)
Strategic/Operational Planning
Authority
§
Strategic Planning
CEO
Directors
Mid-Management
Authority to:
Authority to:
Authority to:
Establish company vision/direction
with Board input and review
Develop all plans, priorities and
initiatives
Implement all plans, priorities and
initiatives
Approve all strategic plans
Implement updates to long-term
objectives
Approve all strategic
communications
§
VP’s
Authority to:
Establish all strategic external
alliances/partnerships
Operational
Planning
Approve all departmental
operational plans
Develop and implement
departmental operational plans
Implement all unit plans
NOTES:
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Connections Online® Version 4 User Manual
Sample Level Authorities
(Discussion Draft)
Budgeting/Purchasing and Contracts
Authority
§
Budgeting
CEO
VP’s
Directors
Mid-Management
Authority to:
Authority to:
Authority to:
Authority to:
Plan, develop and implement subject
to Board approval
Plan, develop and implement
appropriate departmental budgets
with CEO approval
Plan, develop and implement
appropriate departmental budgets
with VP approval
Plan, develop and implement
appropriate unit/departmental
budgets with Director
approval
Authorize all purchases within
budget guidelines
Authorize all purchases within
budget guidelines
§
Purchasing
Authorize all purchases within
Board guidelines
Authorize all purchases within
budget guidelines
§
Contracts
Approve all contracts within Board
guidelines
Approve all departmental contracts
within budget guidelines
NOTES:
Ó
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Connections Online® Version 4 User Manual
Sample Level Authorities
(Discussion Draft)
Policies and Procedures
Authority
§
Corporate Policy
CEO
VP’s
Directors
Mid-Management
Authority to:
Approve all corporate policies
§
§
Functional Policy
Approve all functional policies
within scope of accountability
Approve all functional policies
within scope of accountability
Operational
Procedures
Approve all operational procedures
within scope of accountability
Approve all operational procedures
within scope of accountability
Approve all operational procedures
within scope of accountability
Approve all operational
procedures within scope of
accountability
NOTES:
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Connections Online® Version 4 User Manual
Sample Level Authorities
(Discussion Draft)
Corporate and Regulatory Compliance and Market Conducts
Authority
§
§
CEO
VP’s
Directors
Mid-Management
Corporate
Compliance
Authority to:
Authority to:
Authority to:
Authority to:
Work with Board to establish
ethical/legal standards and direction
for the company
Ensure compliance with ethical/legal
standards within departmental scope
and take action when violations
occur anywhere in the company
Ensure compliance with ethical/legal
standards within departmental scope
and take action when violations
occur anywhere in the company
Ensure compliance with
ethical/legal standards within
departmental scope and take
action when violations occur
anywhere in the company
Regulatory
Compliance/
Market Conduct
Establish policy
Set standards and direction for
compliance
Implement, monitor and correct
compliance procedures
Implement, monitor and
correct compliance procedures
NOTES:
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User-Manual-Version-4.0.1 Updated 7/15/2009
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Connections Online® Version 4 User Manual
Sample Level Authorities
(Discussion Draft)
Human Resource Management
Authority
CEO
Authority to:
§
Hire
§
Terminate
§
Promote
§
§
VP’s
Authority to:
Directors
Authority to:
Mid-Management
Authority to:
Additional Head
Count
Rewards
NOTES:
Ó
Cardwell Group, All Rights Reserved
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Connections Online® Version 4 User Manual
Sample Level Authorities
(Discussion Draft)
Strategic/Operational Planning
Authority
CEO
Authority to:
§
§
VP’s
Authority to:
Directors
Authority to:
Mid-Management
Authority to:
Strategic Planning
Operational
Planning
NOTES:
Ó
Cardwell Group, All Rights Reserved
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Connections Online® Version 4 User Manual
Sample Level Authorities
(Discussion Draft)
Budgeting/Purchasing and Contracts
Authority
CEO
Authority to:
§
Budgeting
§
Purchasing
§
Contracts
VP’s
Authority to:
Directors
Authority to:
Mid-Management
Authority to:
NOTES:
Ó
Cardwell Group, All Rights Reserved
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Page 72
Connections Online® Version 4 User Manual
Sample Level Authorities
(Discussion Draft)
Policies and Procedures
Authority
CEO
Authority to:
§
Corporate Policy
§
Functional Policy
§
VP’s
Authority to:
Directors
Authority to:
Mid-Management
Authority to:
Operational
Procedures
NOTES:
Ó
Cardwell Group, All Rights Reserved
User-Manual-Version-4.0.1 Updated 7/15/2009
Page 73
Connections Online® Version 4 User Manual
Sample Level Authorities
(Discussion Draft)
Corporate and Regulatory Compliance and Market Conducts
Authority
CEO
Authority to:
§
§
VP’s
Authority to:
Directors
Authority to:
Mid-Management
Authority to:
Corporate
Compliance
Regulatory
Compliance/
Market Conduct
NOTES:
Ó
Cardwell Group, All Rights Reserved
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Connections Online® Version 4 User Manual
Sample Level Authorities
(Discussion Draft)
Authority Category:
Authority
CEO
Authority to:
VP’s
Authority to:
Directors
Authority to:
Ó
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Mid-Management
Authority to:
User-Manual-Version-4.0.1 Updated 7/15/2009
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Connections Online® Version 4 User Manual
Job Specific Authorities Questionnaire
What authorities do you need to do your job that no one else would have?
§
§
§
§
§
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